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Community Support Specialist

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Ottawa ON, Canada Hotel Association of Canada Full time

Position Title: Office and Team Support Specialist Location: 130 Albert St., Ottawa, ON (Hybrid, with minimum of three days per week in office) 
Reports To: Vice President, Finance & Operations 
Hotel Association of Canada (HAC) 
The Office and Team Support Specialist plays a key role in ensuring the smooth functioning of office operations, supporting human resources and financial administration, and facilitating effective communication and coordination across the organization. This role requires a proactive, organized, and detail-oriented individual who thrives in a dynamic environment and enjoys supporting a collaborative team.

Office Operations & Facilities Management
Oversee day-to-day office operations, including supply inventory.
Serve as the first point of contact for general internal and external inquiries.
Ensure professional and well-organized common office spaces, including storage.
Maintain filing systems (physical and digital) and support document preparation.
Support internal communications and manage corporate information on Basecamp.
Support IT and office equipment (printers, copiers, phones) functionality and coordinate maintenance and repairs.
Maintain records of software subscriptions and external memberships.
Handle incoming/outgoing mail and courier services.
Administer office/building security and access systems.
Liaise with facilities management, vendors, and service providers.
Maintain office policies and procedures.
Administrative Support
Assist with Board and Committee meeting logistics, materials, and follow-ups.
Provide scheduling and travel coordination, as required.

Human Resources Support
Support employee recognition and retention programs.
Maintain and track staff training and policy documentation.

Track office expenses and manage petty cash.
Code and submit invoices, support document collection, and deposits.
Coordinate expense reports and reimbursements for Board and senior leadership.
 
Postsecondary education in business administration, office management, a related field (diploma or degree), or equivalent experience.
~3–5 years of administrative or office coordination experience, including:
~ Managing budgets, vendors, and/or office facilities.
~ Demonstrated computer literacy, especially in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
~ Coordinating office equipment and systems (printers, phone systems, video conferencing tools).
~ Accounting or CRM software (e.g., QuickBooks) is an asset.


Office procurement and inventory management.
Ability to manage vendor contracts and service agreements.
Proactive in identifying and resolving office issues.
We celebrate diversity and are committed to creating an inclusive environment for all employees. We respect the dignity and independence of people with disabilities and provide accommodation and support to persons with disabilities throughout the recruitment and selection process.
 
This is an opportunity to help support HAC as it strives to influence public policy in a sector that plays a vital role in Canada’s economy and communities.